Office Manager & Calendar Clerk

About the role

We are seeking an organized, detail-oriented Office Manager to support the daily office operations. This role is central to keeping the office running smoothly in a fast-paced environment. The ideal candidate is proactive, discreet, and comfortable managing multiple priorities.

Responsibilities

• Mail Processing
  • Manage daily incoming and outgoing mail for the office
  • Process and distribute court mail promptly, ensuring time-sensitive filings and notices reach the appropriate attorney or paralegal without delay
  • Maintain accurate logs/tracking of incoming legal correspondence as needed
• Court Calendar Management
  • Maintain and update the firm's court calendar, tracking hearing dates, filing deadlines, and other critical dates across all active matters
  • Cross-reference incoming court mail against the calendar to ensure new deadlines are captured accurately and promptly
  • Send timely reminders/alerts to attorneys and staff regarding upcoming deadlines and appearances
  • Coordinate calendar updates with attorneys and paralegals to avoid scheduling conflicts
  • Maintain a master tracking system (calendar software, docketing system, or shared calendar) for firm-wide visibility
• Office Operations
  • Serve as primary point of contact for building management and office vendors (e.g., cleaning, maintenance, office supplies, equipment servicing)
  • Coordinate vendor scheduling, service requests, and troubleshoot facility issues
  • Develop and manage a PTO coverage plan to ensure adequate front-desk/office support during staff absences
  • Review and route PTO requests for approval, maintaining accurate records of staff schedules
  • Order and maintain office supplies and equipment
• Attorney & Case Support
  • Assist attorneys with the initial response to new matters, including client intake coordination and preliminary organization of case materials
  • Serve as backup for file opening procedures, ensuring new matters are properly logged and set up in the firm's file management system
  • Support attorneys and paralegals with general administrative needs as they arise

Requirements

• Prior experience in office management and legal administration – law office experience preferred, but not required
• At least 3 years of experience in law firms or legal environments
• Strong organizational skills with high attention to detail, especially regarding deadlines
• Prior experience managing court calendars or complex calendars with strict deadlines
• Excellent communication skills with professional demeanor and proven ability to maintain confidentiality/sensitive data handling
• Knowledge of NYSCEF/EDDS filing systems and litigation processes
• Ability to pass applicable background and reference checks
• Willingness to work onsite 5 days a week

Benefits

• Health, retirement, and paid time off benefits
• Bonus eligibility based on performance

Pay

Competitive salary based on experience.

Schedule

5 days a week onsite.